---
title: "Westcountry Schools Trust - CAFM System"
ocid: "ocds-h6vhtk-077cf9"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-077cf9"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-077cf9.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-077cf9.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "Westcountry Schools Trust"
published: "2026-09-29"
---

# Westcountry Schools Trust - CAFM System

Buyer: Westcountry Schools Trust  
Current stage: Planning  
OCID: ocds-h6vhtk-077cf9

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## Summary

Westcountry Schools Trust intends to procure a computer-aided facilities management (CAFM) system and related implementation and support services. It wants one principal interface and an authoritative hierarchy of estate assets, delivered through either a single platform or an integrated solution. The system is expected to manage compliance records and evidence across fire, water hygiene and legionella, asbestos, electrical and gas safety, radon, emergency lighting, lifts and playground equipment. It must also support asset and maintenance management, financial and capital planning, reporting, mobile working, contractor workflows and secure data portability. The Trust operates 31 schools for about 15,000 pupils and employs around 2,300 staff; the estate includes 23 primary and eight secondary schools, with buildings of varied age, construction and condition. Delivery is across the United Kingdom.

This is at the planning stage: the Trust is gathering market feedback to shape its specification and future procurement, not inviting tenders or selecting a supplier. The planned procurement is for services, using a procedure and method not yet settled. One lot is planned. The estimated value is £350,000 excluding VAT (£420,000 including VAT). The intended contract period is 1 September 2027 to 31 August 2030, with an extension possibility to 31 August 2032. Market engagement feedback is expected by 23 October 2026; group sessions are planned for 12 or 19 October 2026, with a questionnaire as an alternative. Procurement launch is anticipated in November 2026 and target system go-live is September 2027. This engagement is not part of a formal evaluation.

The planned system is likely to suit CAFM software suppliers with facilities-management, asset-management and implementation expertise, particularly those able to provide either one integrated platform or a demonstrably connected solution. The Trust is seeking demonstrable compliance assurance, complete evidence and audit retention, end-to-end maintenance and contractor workflows, traceable expenditure, maintenance and replacement forecasting, configurable self-service reporting and secure data portability. Suppliers should be prepared to explain how their products handle integrations, data migration and transition, and how they scale across a varied school estate. The Trust is also testing market views on availability, prioritised support, service credits for material service failure and payments tied to implementation acceptance. Feedback on whether these service and commercial arrangements are proportionate will help shape the eventual specification; no specific accreditation or supplier qualification is identified at this planning stage.

## Notice

WeST operates 31 schools serving approximately 15,000 pupils and employing approximately 2,300 staff. The estate comprises 23 primary schools and 8 Secondary schools, the largest of which serves approximately 2,500 pupils. Buildings are mixed in age, construction and condition. The aim is to achieve a coherent service operating through one principal interface and authoritative asset hierarchy. Current thinking is that this may be through a single platform or demonstrably integrated solution covering the following requirements: * Compliance: records, recurring schedules, evidence, audit history, alerts and remediation across fire, water hygiene and legionella, asbestos, electrical condition, gas, radon, emergency lighting, lifts and playground equipment. * Assets and maintenance: hierarchical asset register, condition and lifecycle data, planned maintenance, reactive requests, work orders, mobile working and contractor workflows. * Financial and capital planning: budget and purchase-order attribution, expenditure reporting and forecasting, DfE condition-data import, replacement forecasting and structured export. * Reporting: Trust-, school- and asset-level dashboards, drill-down, configurable reports and governance-ready outputs. The solution should support demonstrable compliance assurance; complete evidence and audit retention; end-to-end maintenance and contractor workflows; expenditure traceability; maintenance and replacement forecasting; self-service reporting; mobile working; scalability; and secure data portability. WeST is considering at least 99.5% monthly availability, prioritised support targets, service credits for material failure and acceptance-based implementation payments. Feedback is invited on proportionality and market practice.

### Planning Information

https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109403&TID=100114447&B= The purpose of this pre-market engagement is to gather objective information about market capability and practice to support the Trust in developing a future specification and procurement for a CAFM System. It is not intended to identify or select a preferred supplier or product. Through this engagement, the Trust aims to understand: • single-platform versus integrated-solution options; • Understand current market solutions and innovation; • Inform system integration requirements; • Explore implementation and transition approaches; • Understand commercial and pricing models; • Identify risks or considerations prior to formal tender. Feedback received will inform the development of the final service specification and procurement documentation. As part of this Pre-Market Engagement (PME), suppliers are invited to participate in a group/shared pre-market engagement meeting with the Trust. Two dates/times are being offered and any supplier who requests to attend will be sent a MS Teams link Session format: Activity Time Introductions 5 minutes Trust Presentation 25 minutes Supplier Questions 30 minutes A MS Forms Questionnaire will also be provided, which can be completed and submitted. This information can also be used to understanding and inform future procurement planning. It does not form part of any formal evaluation process. This engagement does not form part of any formal evaluation process. All correspondence, bookings and submissions must be made through the PHP Law LLP tendering portal. Suppliers should not contact WeST directly regarding this exercise. Suppliers who are unable at attend a session are still encouraged to participate by submitting the MS Forms Questionnaire by Friday 23rd October 2026. Written submissions will be given equal consideration as part of this pre-market engagement. Activity Date PME Issued 28th September 2026 Supplier Feedback Deadline 23rd October 2026 Pre-Market Engagement Meeting Options. 12th October 2026 – 13:00 – 14:00, or 19th October 2026 – 10:00 – 11:00 Procurement Launch (anticipated) November 2026 Target Go-Live September 2027 All correspondence relating to this pre-market engagement should be through the tendering portal via the messaging function and the Trust should not be contacted directly. A link to the selected meeting date will be provided via the message function once a Supplier confirmed interest has been received.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/092095-2026 |
| Notice type | UK2 - Preliminary Market Engagement Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Not Specified |
| Procurement method details | Not specified |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 29 Sep 2026 |
| Submission deadline | Not specified |
| Future notice date | 9 Nov 2026 |
| Award date | Not specified |
| Contract period | 1 Sep 2027 - 31 Aug 2030 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £350,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planning |
| Lots status | Planning |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | Westcountry Schools Trust |
| Locality | IVYBRIDGE |
| Postcode area | Plymouth |
| Postcode | PL21 0JA |
| Country | England |
| ITL 1 | TLK South West (England) |
| ITL 2 | TLK4 Devon |
| ITL 3 | TLK43 Devon CC |
| Local authority | South Hams |
| Electoral ward | Ivybridge East |
| Westminster constituency | South West Devon |
| Delivery location | TLK South West (England) |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 48000000 - Software package and information systems
- 48420000 - Facilities management software package and software package suite
- 48421000 - Facilities management software package
- 48600000 - Database and operating software package
- 48613000 - Electronic data management (EDM)
- 48900000 - Miscellaneous software package and computer systems
- 72000000 - IT services: consulting, software development, Internet and support
- 72260000 - Software-related services
- 72263000 - Software implementation services
- 72514000 - Computer facilities management services

## Release History

- 29 Sep 2026 at 21:02 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/092095-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/092095-2026
  29th September 2026 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109403&TID=100114447&B=
- https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109403&TID=100114447&B=Thepurposeofthispre-marketengagementistogatherobjectiveinformationaboutmarketcapabilityandpracticetosupporttheTrustindevelopingafuturespecificationandprocurementforaCAFMSystem.Itisnotintendedtoidentifyorselectapreferredsupplierorproduct.Throughthisengagement,theTrustaimstounderstand:•single-platformversusintegrated-solutionoptions;•Understandcurrentmarketsolutionsandinnovation;•Informsystemintegrationrequirements;•Exploreimplementationandtransitionapproaches;•Understandcommercialandpricingmodels;•Identifyrisksorconsiderationspriortoformaltender.Feedbackreceivedwillinformthedevelopmentofthefinalservicespecificationandprocurementdocumentation.AspartofthisPre-MarketEngagement(PME),suppliersareinvitedtoparticipateinagroup/sharedpre-marketengagementmeetingwiththeTrust.Twodates/timesarebeingofferedandanysupplierwhorequeststoattendwillbesentaMSTeamslinkSessionformat:ActivityTimeIntroductions5minutesTrustPresentation25minutesSupplierQuestions30minutesAMSFormsQuestionnairewillalsobeprovided,whichcanbecompletedandsubmitted.Thisinformationcanalsobeusedtounderstandingandinformfutureprocurementplanning.Itdoesnotformpartofanyformalevaluationprocess.Thisengagementdoesnotformpartofanyformalevaluationprocess.Allcorrespondence,bookingsandsubmissionsmustbemadethroughthePHPLawLLPtenderingportal.SuppliersshouldnotcontactWeSTdirectlyregardingthisexercise.SupplierswhoareunableatattendasessionarestillencouragedtoparticipatebysubmittingtheMSFormsQuestionnairebyFriday23rdOctober2026.Writtensubmissionswillbegivenequalconsiderationaspartofthispre-marketengagement.ActivityDatePMEIssued28thSeptember2026SupplierFeedbackDeadline23rdOctober2026Pre-MarketEngagementMeetingOptions.12thOctober2026–13:00–14:00,or19thOctober2026–10:00–11:00ProcurementLaunch(anticipated)November2026TargetGo-LiveSeptember2027Allcorrespondencerelatingtothispre-marketengagementshouldbethroughthetenderingportalviathemessagingfunctionandtheTrustshouldnotbecontacteddirectly.AlinktotheselectedmeetingdatewillbeprovidedviathemessagefunctiononceaSupplierconfirmedinteresthasbeenreceived.
- https://www.legislation.gov.uk/ukpga/2023/54/contents
- https://www.westst.org.uk/

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-077cf9. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-077cf9.json.